Automated registration process at Kutzschbach Events
Tools/platforms used
Result
Significant time savings in registration and follow-up.
90% less manual labor
Error-free data transmission between systems
Automatic notifications for participants and staff
Initial Situation
Kutzschbach conducts numerous events annually in various formats – from webcasts and informal gatherings to on-site events.
The previous registration process used a WordPress plugin on the website. The data entered there was transmitted to marketing and sales via a confirmation email and manually maintained in a participant list. This manual process was error-prone and time-consuming. The goal was therefore to introduce an automated workflow that would make registrations more efficient, secure, and transparent.
Implementation
The challenge was to automate the entire event registration process, from receipt to internal processing. A digital workflow was developed for this purpose:
- Creation of a form adapted to Kutzschbach using Microsoft Forms for the data collection of participants.
- Data processing and transfer using Microsoft Power Automate
- Central storage of login data in a Teams channel for structured overview and enrichment.
- Automatic notification of the responsible employees in marketing and sales via email for every new registration.
- Sending a personalized confirmation email to participants, including a calendar file for individual appointment import.
Conclusion & outlook
The automated registration workflow is now fully integrated into the event process. Since its introduction, no transmission errors have occurred, all relevant employees are informed at all times, and participants receive their confirmation and schedule overview immediately.
The system saves time, reduces errors and ensures smooth processes – a solid basis for the further automation of future event processes.
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